Loading...
2016, 10-04 Study Session MINUTES SPOKANE VALLEY COUNCIL MEETING STUDY SESSION Spokane Valley City Hall Council Chambers Spokane Valley, Washington October 4, 2016 Attendance: Councilmembers Staff Rod Higgins, Mayor Mark Calhoun,Acting City Manager Arne Woodard, Deputy Mayor Cary Driskell, City Attorney Caleb Collier, Councilmember Chelsle Taylor,Finance Director Pam Haley, Councilmember Erik Lamb, Deputy City Attorney Mike Munch, Councilmember Eric Guth, Public Works Director Ed Pace, Councilmember John Hohman, Comm&Eco. Dev. Director Morgan Koudelka, Sr.Admin. Analyst Absent: Mark Werner,Police Chief Sam Wood, Councilmember Christine Bainbridge, City Clerk Mayor Higgins called the meeting to order at 6:00 p.m. ROLL CALL: City Clerk Bainbridge called the roll; all Councilmembers were present except Councilmember Wood. It was moved by Deputy Mayor Woodard, seconded and unanimously agreed to excuse Councilmember Wood from the meeting. 1.Emergency Preparedness—Caty Driskell; Ed Lewis,Dept.Emergency Management City Attorney Driskell introduced Mr. Ed Lewis, Deputy Director of the Greater Spokane County Emergency Management Center. Mr. Driskell explained various aspects of an emergency, including what is an emergency, who can declare an emergency, what the consequences are of declaring an emergency, and the actual process by City staff to declare an emergency. Mr. Driskell also mentioned the two forms included in tonight's packet: Proclamation of an Emergency or Disaster by the City Manager, and Resolution Proclaiming an Emergency. Mr. Driskell's PowerPoint included information on the various forms disasters can take,explanation of statutory authority,localized emergency,consequences of declaring a disaster, the Interlocal Agreement for Emergency Management for Regional disasters, and steps to take once the emergency is over. Mr. Lewis then went through his PowerPoint explaining the structure of the Greater Spokane Emergency Management,what they do,the timeline warnings from the National Weather Service of the past November windstorm, and identified actions taken during that storm. Mr. Lewis also brought attention to the materials he provided in blue folders,which included a copy of the City of Spokane Valley Executive Playbook. Mr.Driskell added that the playbook is a work in progress,and that it is logical for us to examine the idea of having a similar document to be prepared as a community for emergency events. Councilmember Munch mentioned Cascadia Rising and Mr. Lewis said should that occur,we would likely play a role but a specific role is unknown since the event would occur on the west side of the state. It was explained that Cascadia Rising refers to a large point magnitude Cascadia subduction zone earthquake that would likely displace thousands of people. Councilmember Collier asked about family preparation kits and Mr.Lewis said they had several kits at the fair,and that they try to keep citizens informed via social media, the website, and placing ads on all three networks. Mr. Lewis noted that there are also opportunities to participate in tabletop exercises such as what was recently conducted in Millwood, Council Study Session: 10-04-2016 Page 1 of 5 Approved by Council: 10-25-2016 2.Non-abandonment of Utility Facilities—Cary Driskell City Attorney Driskell explained that when facilities are left in the City's rights-of-way, there is an associated cost for removing them, and that the draft code language is written to address that issue. Mr. Driesell explained that such a new code provision would apply in most circumstances,regardless of whether the entity or person has a current franchise agreement with the City, but he mentioned that it would not apply to operators of cable television systems which are regulated separately.After briefing Council on the contents of the proposed ordinance, Deputy Mayor Woodard mentioned that Councilmember Wood had asked that he convey Mr. Wood's opposition to this ordinance, based on Mr. Wood's position with the water district. There was consensus to move this forward for a first ordinance reading at an upcoming meeting. 3.Ecology Stormwater Grants Fiscal Year 2018—Eric Guth Public Works Director Guth explained about the Ecology call for grants for fiscal year 2018, and of the four focal areas, including the Centennial Clean Water Program, the Clean Water Act, the State Water Pollution Control Fund,and the Stormwater Financial Assistance Program;he went over the proposed grant application list of projects, including the diversions for Havana, Ponderosa, Dishman-Mica, 14'r', and 811. Councilmember Munch asked what we spend on maintenance of swales,and Mr.Calhoun replied that staff would research that information and e-mail it to Council. Mr. Guth noted that this item is scheduled as a motion consideration for next week's meeting, if Council agrees. Council concurred. At 7:26 p.m.,Mayor Higgins called for a short recess. He reconvened the meeting at 7:35 p.m. 4. Solid Waste Collection Services Request for Proposal and Contract-- Erik Lamb, Eric Guth, Morgan Koudelka Deputy City Attorney Lamb explained that this issue has been a working process over the past eight or more months and is as a result of our City wanting to take over garbage services;he mentioned the existing contracts expire March 2018, but we need time to procure a new contract as well as allow for transition time. Mr.Lamb said staff is looking for consensus to issue and release the Request for Proposal,as the goal is to get that published this Friday, and have responses due back mid-January. Mr. Lamb said that garbage is still a subscription service and there is no proposal for mandatory collection; that recycling is proposed to be included with garbage, but yard waste or compostables will be available as a separate subscription. Mr.Lamb also mentioned Council's previous comment about expanding the contracting scenarios for either a single exclusive for one provider to provide everything,or to separate that out for two exclusive providers: one for residential and one for commercial; and that Council discussion included having another option for an exclusive single family contract,and one or more non-exclusive contracts for all other non-single family like commercial, multi-family, and drop box.In response to a request to explain"drop box,"Mr. Guth said this is something more on a temporary nature like at a construction site. Mr. Lamb went over the four scenarios included in the Solid Waste Collection Contract Procurement Summary: (1) one exclusive contract; (2) exclusive single family and non-exclusive commercial/multi- family/drop box;(3)exclusive commercial/multi-family/drop box,and(4)single-family/commerciallmulti- family and drop box contract. The issue of cart ownership was discussed with some Councilmembers opposed to cart ownership. Mr. Koudelka explained the potential for the City to own the carts, said it is a unique concept;as we embark in a competitive process for rates,the cars are included;they are durable and if not overly abused, could last twenty years; said the typical cost is recovered through assessment of rates to the ratepayers through the life of the contract, but we don't want to make homeowners and business owners pay for them in another ten years; said the carts that people have already paid for would go with the hauler; said ownership doesn't require any storage by the City as they would stay with the subscribed customers and owning them would create less disruption after the ten-year period;said it also creates a level playing field for all haulers at the next go-round as a potential new provider would not have to invest in new carts; said the color of the carts are controlled by us in the contract, and a new hauler would just put Council Study Session: 10-04-2016 Page 2 of 5 Approved by Council: 10-25-2016 new stickers on the carts; again said this would be an option and shouldn't impact rates. Deputy Mayor Woodard asked staff to find out the cost of the cart; said he doesn't want it and suggested just taking that out and/or making it as an alternate; said if we keep it will have a cost factor and he asked what is the cost factor if we don't keep them; and again suggested taking it off and having them bid as a separate item; said we don't want to have our own garbage service,we are a contract city so we should let the haulers provide the services and add alternatives as needed. Councilmember Haley said she hasn't been able to keep a cart for one year without it cracking. Councilmember Pace also said he does not want to own a garbage can, as it is too nmch to think about and as a citizen, he just wants to pay the bill. Mr. Lamb asked if the cart ownership should be left in as an alternate or taken out completely.There was Council consensus to take it out completely. Deputy Mayor Woodard asked about disabled consumers and if we do anything special for them now; rhetorically asked if a person is disabled, how do they put their can out; said maybe by good neighbors; said why should we have an additional charge and put the burden on the collector to determine if someone is disabled; said we want the best rate we can and keep somewhat the same service; and if we are not including that now, why add it. Councilmembers agreed. The recovery of missed pickups was discussed and in response to the question of what we do now, Mr. Koudelka explained that the recovery varies depending on when the call is placed. Mr. Lamb added that this does not include a provision if the customer forgets to put it out; and explained that a "missed can" is when the driver just drove by it, and if that were to occur,they would be required to pick it up the next day; and said that one hauler has the ability to document when cans were put out so there would be no question of whether it was missed, or simply not put out in time. Mr. Lamb said we would want some standard, otherwise,there would be no reason to have the hauler ever come back; said to-date we have had the UTC (Utilities and Transportation Commission) enforce all complaints, but with the new system, the burden would be on City staff. Deputy Mayor Woodard said that some of the missed pickups could be due to holidays.Mr. Lamb said that one of the industry review comments suggested a missed day must be received by 3 p.m. that day, and if the call came in on a Friday, then it would be picked up on Monday. Council agreed with that idea. Councilmember Munch asked if the customer used their own cart would that cause problems for the hauler. Mr. Lamb said the first alternate is to have universal carts; said lie is aware there are some people who want their own cart, so that was incorporated into the contract; but agreed it does cost the haulers time. Deputy Mayor Woodard also mentioned the pickup of Christmas trees and Mr. Lamb said that falls under yard waste and that the customer could chop it up and include it in yard waste. Council agreed with that idea. In summary, Mr. Lamb said he understands Council wants to eliminate cart ownership, disabled service and Christmas tree pickup,and asked if Council agreed to authorize staff to release the request for proposals this week. Councilmembers nodded in agreement. Live route tracking technology was discussed with Mr. Koudelka explaining that the technology is becoming fairly standard, that it ensures efficiency of routes, and allows research on claims of missed pickups. Mr. Guth likened that technology to what the snow plows use now as it helps customer service to know where the trucks are and have been; that it is fairly inexpensive and used frequently in this type of industry, such as with UPS and FedEx. Deputy Mayor Woodard said he does not want to tell the haulers how to do their business; they provide the service or get fired; if it is to their benefit to have live tracking then great, but customer service is their responsibility and we shouldn't get into their business models;that we want a service regardless of how they do it. Mr. Lamb explained that from a City standpoint, we are managing this and are responsible for pickup;that it becomes a City customer service issue and if there is a dispute between a hauler and a citizen, that would certainly aid in dispute resolutions. Deputy Mayor Woodard said he thinks some of that would be self-resolving and he wouldn't want to be dictated on how to run a business. Councilmember Haley asked if this is a new process and Mr. Lamb briefly explained Council Study Session: 10-04-2016 Page 3 of 5 Approved by Council: 10-25-2016 that Council wanted to assume management for solid waste collection as it gives the City an opportunity to achieve better rates; that we could go back to the old UTC system if we didn't want to provide the service by contract, but this process has been ongoing for a while; adding that this would be the first contract to have total discretion for the services and requirements we want.Councilmember Pace said he does not want to go back to the certificate, but also doesn't want to micromanage. Mayor Higgins asked if there is a problem now,do people call the City.Mr.Lamb said under the proposal,the customer would be calling the hauler,but if the issue can't be resolved,we would be involved. Mayor Higgins said he feels the risk would be fairly minimal.Mr.Koudelka mentioned that under the old certificate,we did get some calls from people who had in some cases talked to the hauler and were not satisfied,or who thought the City was the provider, and in those cases,we would refer them to the UTC,and even sometimes we would converse with the UTC to facilitate some disagreement. Deputy Mayor Woodard asked what if the customer is not paying; said he feels we are complicating the contract and suggested keeping it simple. It was agreed by Council to omit the live route track technology. To clarify,Mr.Lamb asked if staff should proceed with the removal of the four items (can ownership, disabled service, Christmas trees, and live route tracking technology) and Council agreed. Mr.Lamb said this RFP process is also set up for an opportunity to have a"best and final" round after the initial submission; and said that ultimately Council can award from the initial responses, or do a best and final, and select alternates and/or pure rates. 5. Greater Spokane,Inc. Contract Update—John Hohman After Mr. Hohman went through the PowerPoint presentation explaining some of the duties of GSI, their membership distribution, funding, our contract and cost, business recruitment, retention and expansion, as well as the lobbying services and their international trade program, Councilmember Pace said he thinks we get a lot of"bang for the buck"and that it is beneficial to the Spokane Valley Residents to have the entire $150,000 allocated for outside agencies; also noted he doesn't think Council should decide who to contract with as that decision should be up to Mr. Holtman, and lie therefore proposed restoring the full $150,000 back to the outside agency fund, and adding up to $50,000 to Mr. Hohman's budget to handle this type of contract. There was brief discussion about having a voting member on the executive committee and even if we were allowed to, that it wouldn't change things as the working relationship is the important part. Mayor Higgins suggested it would be beneficial to have a surrogate in case the Mayor couldn't attend a meeting, and Mr. Hohman said the would work on that. Mr. Calhoun said that next week Finance Director Taylor will come forward with the next iteration of the budget, and based on discussion tonight, will have $150,000 for outside agencies, and assume the$43,000 for GSI,which would increase the budget by .87% as a whole. Council concurred. Councilmember Collier said he would like to see Council have the ability to examine every contract,and Couneilmember Pace said there are a lot of things Council relies on staff to do, and that Council doesn't want to micromanage. Mr. Calhoun noted that the City Manager contract authority limit is $200,000, but even with that, there are times when staff will bring Council a contract for approval. At 9:00 p.m., it was moved by Deputy Mayor Woodard, seconded and unanimously agreed to extend the meeting by one hour. 6. Wa. Department of Commerce, 2016 Environmental Permitting Grant Opportunity—John Hohman Director Hohman explained about the grant opportunity and that it must be used in the field of environmental permitting to open the door for manufacturing; said we have the industrial expansion area and are working hard on that; said we could do a lot of the environmental work up front so this would be like an ultimate certified site; said the is proposing using staff time as a local match; that we want to be competitive, and he sees no downside to this; and this would make it possible for us to market those properties as "shovel-ready" which would set us apart from anywhere in this region, including Idaho. Council agreed to bring this back for a motion at next week's meeting. Mr. Hohman also mentioned the recent addition of Mr. Chaz Bates working on the comp plan; said lie has worked on a lot of environmental impact statements in the private arena, which is a great benefit. Council Study Session: 10-04-2016 Page 4 of 5 Approved by Council: 10-25-2016 7. Budget Amendment, 2016--Chelsie Taylor Finance Director Taylor went over the proposed amendments to the 2016 budget, all as described within her October 4, 2016 Request for Council Action; she also discussed the proposed changes shown in blue on the accompanying attachments. Council concurred with moving this item forward as presented. 8. City Hall Update—Eric Guth Public Works Director Guth went through the PowerPoint presentation giving Council the latest update on the new City Hall project, 9. Advance Agenda--Mayor Higgins There were no suggested changes to the Advance Agenda. 10. 2017 Community Development Block Grant(CDBG)Request for Proposals This item was for information only and was not reported or discussed. 11. Council Check-in—Mayor Higgins Council had no further comments. 12.Acting City Manager Comments--Mark Calhoun Mr. Calhoun noted that staff has been working with Briahna Murray, legislators, and Council to set up a date for a meeting with the legislators, and that Administrative Assistant Sue Passmore will be in further contact with Council to try to set such a meeting. Mr. Calhoun mentioned that preferably before it gets cold enough to snow, that he will likely schedule a field trip for Council to the site of the new City Hall. It was moved by Deputy Mayor Woodard, seconded and tnrcmimously agreed to adjourn. The meeting adjourned at 9:31 p.m. N AT E , L.R. Higgins,\M or (/' : —‘ 1.--1.4") Christine Bainbridge, City Clerk Council Study Session: 10-04-2016 Page 5 of 5 Approved by Council: 10-25-2016 IIS #.r , iu � I A. ,sat ` F,(2Sr 9 y,- Greater Spokane Emergency Management Promoting Community Resilience through Collaboration - GSEM Mission Working with our community to ensure our Greater Spokane area is addressing preparedness, mitigation, response and recovery for major emergencies and disasters. GSEM Vision Greater Spokane Emergency Management (GSEM) is the coordinating agency during major emergencies and disasters for the whole community. This includes synchronizing communication flow between federal, state and local governments, including local agencies and the community of the Greater Spokane area. In addition, GSEM helps facilitate preparedness, response and recovery efforts, and provides public education on a variety of emergency related topics. What We Do: Coordinate community partners to share resources and support each other during major emergencies and disasters 4- Strategize how to keep the whole community resilient in the face of an emergency or disaster -4- Facilitate effective decision-making 4- Provide 24/7 duty officer response and subject matter expertise in the areas of preparedness, mitigation, response and recovery, including: • Planning ■ Training • Exercise .SER Sppk / ii,1„ co, 3 0 NCY Nf ANP Key Achievements -4- November Windstorm • Activation of Emergency Coordination Center (ECC) during the Federally Declared Disaster ■ Long Term Recovery for the Greater Spokane Area o Federal cost recovery of $4,484,387 for local government Projects covered debris management, emergency protective measures, and permanent work to fix damage to infrastructure. - Grant Projects • Hazardous Material Response o Planning—completed Commodity Flow Study and developed response maps in support of hazmat team o Training—supported Hazmat Specialist Team training o Exercise—conducted Bakken Crude Table Top for senior and elected officials • Equipment o Hazmat drone o SWAT night vision o Explosive detection robot o Respirator filters for tactical teams Objectives for 2017 -d- State of Readiness • Response o Emergency Coordination Center Operations - Just in Time Training o Recovery Planning Health and Human Services Volunteer management Donation management 4,- Emergency Management Information • Alert and Warning Improvements • Public Outreach Campaign 4- Facilitate Planning Process • Strategic Plan Update • Comprehensive Emergency Management Plan (CEMP) Review • Critical Infrastructure Prepare ♦ Mitigate ♦ Respond 0 Recover 1 r_ V-3\ r i) (ic_ 1 ri 0// _ [I S p«» k , IN (,_-_, crd 1 I (:,-, d/ � 1. r©ll �j \)\i( � ee U ybouk1 - J. k ., 1p .' ! 4 t` ' '!'\. \w. .14'VS( t' ii 7." - ' , 4004\;. < Vit..1 , . i _...----.4,- '', I 3 i '! *r4,440441 1 Y 1 i 1 r: This document is brought to you by Greater Spokane Emergency Management. It is recommended that this document be reviewed once a year to check for necessary updates. When an incident occurs in your jurisdiction, emergency first responders and incident managers take action and begin to mitigate the problem. They do this at the operational level every day and are trained in the tactical decisions that are necessary for adequate response. The Incident Commander and/or Unified Command is in charge of all on-scene tactical operations. Elected officials and senior staff will be better prepared to ensure the safety of the citizens, coordinate and cooperate with supporting agencies and stakeholders, and obtain situational awareness to solve future problems. Elected officials and senior staff may often have to make unpopular decisions for the greater good of the community. This group can then better inform and educate the public about why decisions were made and what citizens can do to assist in mitigating the event. Mir ' u • '',;(''z • 3a"S. S ,. yr • r .� "y Table of Contents Preparedness • Before a disaster • During a disaster Response • Decision Making Process • Policy Issues 3 o Incident specific policy guide o Incident Complexity o Proclamation o Emergency legal authorities Recovery • Recovery Checklist 17 Reference Materials • Contact information 18 .may,Y �► '� _- ` - tk *+1k ._ s€.. . . - i--- _ � i - - r,. — n Tr. g , : 7 a. ' ,;se _ BEFORE a DISASTER Plan • Have an up-to-date Continuity of Operations Plan for the City. • Ensure you have contacted legal counsel for legal requirements and/or authorities. • Make sure you know key messages. Prepare • Encourage staff members and their families to be prepared. + Make a plan - Prepare a communications plan with their family and other loved ones. • Build a kit-Create a personalized preparedness kit for their family. o Resources—www.ready.gov, www.redcross.org, ht p://mil.wa.gov/emergency- management-division/preparedness/personal, http://dolthing.com/ Practice •Attend tabletop exercises and other trainings when they are available. • Go over your key messages quarterly to ensure they are still relevant. Page J — • DURING a Disaster Keep Government Running • Formulate major policy issues. • Preserve the continuity of the local government. • Coordinate emergency operations and provide liaison, as required. • Make emergency proclamations as appropriate. Request Support • Request resource(s) and assistance through the Emergency Coordination Center. Information • Provide leadership and play a key role in communicating to the public disaster information and directions. • Inform the public through the use of the Joint Information System. Greater Spokane Area Coordination • Interface with county, local, and regional chief executives as appropriate. Page 2 iar al* Decision Making Process How decisions are made Briefing • Meeting • Agenda • Incident Briefing Form • General Criteria for Policy Decisions Address Identified Problems and Challenges Page 3 1, .yw v - .'Y.t., -Fes+ d.�;,•r 4.rC :4 s `-.a14451410. •.' . A .� l +,. tfi{`r_�. SIF `... �':. •� 'F „9 .^ f _ �.lp� ^4ve •+ ''�. M ti •„ Meeting In-person or via conference call Purpose:The purpose of this section is to identify a mechanism for policy decision-making, a process for policy coordination and strategies for allocation of limited resources. When: During activations requiring review of community policy issues. Requested by: Can be requested by Incident Commander, elected official, or senior staff. Time: as needed. Facilitator: The ECC Manager or Greater Spokane Emergency Management Duty Officer CAN facilitate the process. Attendees: City or County senior staff, elected officials, and/or their designee Guiding Principals General criteria for policy decisions will include doing the most good possible within each category and may include but not be limited to: • Preservation of life, safety and preservation of human health; • Caring for vulnerable populations; • Preservation of public infrastructure and property; • Protection of the regional economy; • Protection of the environment; and • Preservation of private property. Tactical direction and control of resources remains within the established ICS structure at the incident. When regional policy decisions are needed, every attempt will be made to involve all agencies with jurisdiction in the decision making process. Page 4 - - Request Process • The Elected Official, Incident Commander, Department head involved with the response can request a policy group meeting by contacting the Greater Spokane Emergency Management Duty Officer or the Emergency Coordination Center Manager. If your jurisdiction is the only one affected, a liaison will be sent to participate in the meeting. • If requested, The Emergency Coordination Center will set up a conference line and notify the necessary participants. • The call/meeting will follow a set agenda focused on the issue or issues at hand. • There will be a policy briefing document to supplement the call. The briefing document will be filled in by the Incident Commander/Manager Page 5 041110000. , Policy Group Meeting Agenda I. Roll Call IL Situation update and description of issue III. Review of legal authorities Legal Counsel IV. Policy issues All • Policy issue#1 • Discussion • Decision • Policy issue#2 • Discussion • Decision V. Summary of decisions All Page 6 — Policy Incident Briefing Form Incident name: Mission #: Situation Issue(s) of concern Impacts Services Jurisdictions/Organizations Recommendation(s) Recommendation #1 Consideration of Needs: Recommendation #2 Consideration of Needs: Course(s) of Action Page 7 - ti r tx fs` „3 F# ,•- .alt*§i'a�� p� =,� +e^ T`c _ �i1+:''. '� •�w.�rl � !•. 7e /P --:V..:r Y' l...-.::::.;_:7,-,::lr3r+�fi- �- _ r .' 'Yr r'i r J r. {t 1 - 1%rJ - `. _ - _ Gln Poikky Dss s ® Incident-specific policy guide ® Incident complexity • Proclamation ® Emergency legal authorities Page 8 4fir-. ..• • ; ,Yl S; ?- Yom-- _! = F _ Incident-Specific Policy Guide — Disaster Specific The following describes policy issues that could arise during a certain disaster or emergency. These pages are intended to help guide you in which topics to pay close attention to since they may be impacted. Hazard: Fire Hazard: Hazardous materials spill Potential policy issues: Potential policy Issues: • Request for resources • Employee leave/human resources/safety of • Media messaging facilities • Debris management • Financial impacts • Transportation • Housing • Support of evacuated • Media messaging individuals/businesses/animals • Evacuation • Debris management • Support of evacuated individuals/businesses • VIP visits • Transportation Hazard: Earthquake Hazard: Disease outbreak Potential policy Issues: Potential policy Issues: • Employee leave/human resources/safety of • Employee leave/human resources/safety of facilities facilities • Housing • Financial impacts • Media messaging • Disease containment(shelter in place/isolation • Permits and quarantine/restricted • Debris management gatherings/treatment) • Support of evacuated • Media messaging individuals/businesses • VIP visits • Transportation Hazard: Severe weather(winter storm, blizzard, extreme heat,drought,extreme cold, lightning, windstorm) Potential policy Issues: • Media messaging • Human resources/employee leave • Transportation • Support for regional shelters individuals/businesses • Debris management — Page 9 „eilliamer-'—'-a.-*-- ;;., rr*,.' ,_ ,1 \il ,......,...... L iY N• Incident Complexity Potential Incident Triggers/Options for Consideration If your jurisdiction response/checks two or more of these items, please contact the Greater Spokane Emergency Management: ❑ Health and human impact C Mass evacuation Potential fatalities Economic consequences I Environmental impact I Impact to local response capability and resources --. _ Page 10 - - _� 1 f t _ "tea _'� V�' - - r ME Emergency Proclamation Process Purpose:The purpose of a proclamation is:to utilize one or more emergency powers or to request assistance from the state in the form of tangible resources or possibly, reimbursement for emergency costs associated with the incident. When: During an emergency where there are results that include: • Death or injury • Destruction of property • Extraordinary measures to protect the public peace,safety and welfare of the public. Issued by:City Manager or, if time allows, the City Council Creation Process Decision is made to proclaim a state of emergency.There must be a justification for emergency. •Through policy call • Policy meeting •City Manager may act alone Notify Emergency Coordination Center(ECC) of decision to proclaim an emergency, if not done already. If requested, they will draft the proclamation using the following information: •What specific emergency power(s) is/are being invoked •Justification for each power •Conditions of proclamation Once the final copy is signed, the ECC Manager shall be notified. Page 11 -- - - -- Emergency Proclamation Example CITY OF SPOKANE VALLEY, SPOKANE COUNTY, WASHINGTON PROCLAMATION OF EMERGENCY OR DISASTER IN THE CITY OF SPOKANE VALLEY,WASHINGTON, BY THE CITY MANAGER, AND OTHER MATTERS RELATING THERETO. WHEREAS,the City of Spokane Valley(City)staff and/or the Spokane City/County Department of Emergency Management has reported to the Spokane Valley City Council that on (date), at (time), a (DESCRIPTION OF INCIDENT) _ severely disrupted or is disrupting the health, safety and welfare within the City of Spokane Valley and caused or is causing extensive damage in parts of the City of Spokane Valley; and WHEREAS, pursuant to RCW 38.52.010, an"emergency or disaster"shall mean"an event or set of circumstances which:(i)Demands immediate action to preserve public health,protect life,protect public property,or to provide relief to any stricken community overtaken by such occurrences,or(ii)reaches such a dimension or degree of destructiveness as to warrant the governor declaring a state of emergency pursuant to RCW 43.06.010." WHEREAS, an emergency or disaster exists that necessitates utilization of the emergency powers granted pursuant to chapters 38.52 and/or 35A.33 RCW; and WHEREAS, significant economic loss has occurred or is occurring as a result of shutdowns necessary to conduct structural assessments of facilities; and WHEREAS, the City is responsible for maintaining the health, safety, and welfare of its citizens; and WHEREAS, the City has authority, pursuant to RCW 38.52.070(2), "to enter into contracts and incur obligations necessary to combat such disaster, protecting the health and safety of persons and property, and providing emergency assistance to the victims of such disaster. Each political subdivision is authorized to exercise the powers vested under this section in the light of the exigencies of an extreme emergency situation without regard to time-consuming procedures and formalities prescribed by law (excepting mandatory constitutional requirements), including, but not limited to, budget law limitations, requirements of competitive bidding and publication of notices, provisions pertaining to the performance of public work,entering into contracts,the incurring of obligations,the employment of temporary workers, the rental of equipment,the purchase of supplies and materials,the levying of taxes, and the appropriation and expenditures of public funds..."; and WHEREAS, the City is a party to the regional Interlocal Agreement for Emergency Management Services. That interlocal agreement was established pursuant to chapter 39.34 RCW and RCW 38.52.070 to facilitate cooperation between the City and the other local governments that are parties to the agreement in the event of an emergency; and Page 12 WHEREAS, state and federal resources are supplemental to local jurisdiction efforts; and WHEREAS, a local "Proclamation of Emergency" is a preliminary step to requesting a "Proclamation of Emergency"from the Governor and requesting state and federal assistance, NOW THEREFORE, I , City Manager of the City of Spokane Valley, as a result of the aforementioned situation and pursuant to RCW 35A.13.080 and RCW 38.52.070: DO HEREBY PROCLAIM that a State of Emergency exists in the City of Spokane Valley and direct that the plans and procedures of the currently adopted Interlocal Agreement for Emergency Management Services be implemented. Designated departments are authorized to enter into contracts and incur obligations necessary to combat such emergency to protect the health, safety, and welfare of person and property,and provide emergency assistance to the victims of such disaster. Each designated department is authorized to exercise the powers vested in this proclamation in Iight of the demands of an extreme emergency situation without regard to time consuming procedures and formalities prescribed by law(except mandatory constitutional requirements). DATED this day of , 201*. , City Manager Page 13 Emergency legal authorities Purpose:The following are powers granted under law and local code for use during exceptional incidents. Located in:Jurisdiction of emergency and related legal authorities Issued by: Elected Official (or designee) Powers Include: • The authority for cities under state law for declaring a disaster, and the consequences for doing so, are found in RCW 35A.33 and RCW 38.52. RCW 35A.33.080 Emergency expenditures—Nondebafable emergencies. Upon the happening of any emergency caused by violence of nature, casualty, riot, insurrection, war, or other unanticipated occurrence requiring the immediate preservation of order or public health, or for the restoration to a condition of usefulness of any public property which has been damaged or destroyed by accident, or for public relief from calamity, or in settlement of approved claims for personal injuries or property damage, or to meet mandatory expenditures required by laws enacted since the last annual budget was adopted, or to cover expenses incident to preparing for or establishing a new form of government authorized or assumed after adoption of the current budget, including any expenses incident to selection of additional or new officials required thereby, or incident to employee recruitment at any time, the city council, upon the adoption of an ordinance, by the vote of one more than the majority of all members of the legislative body, stating the facts constituting the emergency and the estimated amount required to meet it, may make the expenditures therefor without notice or hearing. RCW 38.52 • (4) "Emergency management"or"comprehensive emergency management" means the preparation for and the carrying out of all emergency functions, other than functions for which the military forces are primarily responsible, to mitigate, prepare for, respond to, and recover from emergencies and disasters, and to aid victims suffering from injury or damage, resulting from disasters caused by all hazards, whether natural, technological, or human caused, and to provide support for search and rescue operations for persons and property in distress. However, "emergency management" or"comprehensive emergency management"does not mean preparation for emergency evacuation or relocation of residents in anticipation of nuclear attack. • (5)(a) "Emergency or disaster"as used in all sections of this chapter except RCW 38..52.430 shall mean an event or set of circumstances which: (i) Demands immediate action to preserve public health, protect life, protect public property, or to provide relief to any stricken community Page 14 — overtaken by such occurrences, or(ii) reaches such a dimension or degree of destructiveness as to warrant the governor declaring a state of emergency pursuant to ROW 4t3.O6,tl t}. • (b)"Emergency" as used in RCW 33.52.43O means an incident that requires a normal police, coroner, fire, rescue, emergency medical services, or utility response as a result of a violation of one of the statutes enumerated in ROW 38.62.430. Page 15 �. • Jj Recovery Recovery is the community's attempt to bring their impacted area back to pre-disaster condition or better. Depending on the size of the incident, disaster recovery can take days to years. Issues may include humanitarian care for survivors and safety measures for first responders, reputational damage, restoring critical infrastructure and government services, restoring community tax base and retaining businesses and employers, ensuring community-wide,collaborative participation in recovery policies/decisions, and stabilizing hospital-EMS-health networks.Successful recovery leverages available local, state and federal programs and assistance to support local recovery goals. The following is a list of possible considerations for senior and elected officials during an event when a recovery effort will be forthcoming: Ili Designate a point of contact and participate with the Spokane County Recovery Management Organization. ❑ Consider a Disaster Recovery Center. o Coordinate services such as: Financial assistance, housing assistance, case management, child care, legal help, homemaker services,day care, information and referral, personal care, respite, delivered meals, transportation. ❑ Develop public messaging and streamline information to the public. ❑ Develop a needs assessment system. o Develop an initial recovery food and water needs assessment. ❑ Assess damage and unmet needs. o Establish door-to-door outreach programs for assessment ❑ Repair/Replace/Restore Public Infrastructure and Services ❑ Support Mass Care Activities. o Identify facilities that may be used for emergency shelters. o Provide assistance in staffing and operations to support mass care. ❑ Develop or work with a Human Services Needs Group. o Develop a human services inventory to include: personnel, facilities,equipment and supplies. ❑ Identify Sources of Outside Assistance. o Develop agreements with human services providers. ❑ Establish Disaster Related Policies. — — — Page 16 Contact Information Contacts Incident Commander Liaison Emergency Management Duty Officer City Contacts City Attorney City Manager or City Clerk Others Page 17